Providing your workplace data

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Providing your workplace data

    The Workplace Core application enables you to manage detailed data about your workplace locations, including regions, sites, campuses, buildings, floors, areas, and individual workspaces. Accurate and unique identifiers for each designation are essential for efficient shift assignments and workspace designation.

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    Managing Workplace Data

    You can create individual records for your workplaces directly in the application or perform bulk imports via spreadsheets to streamline data entry, particularly for large organizations. When using spreadsheets, ensure column headers and data align with ServiceNow record names and identifiers to maintain consistency and enable successful imports.

    Bulk Import via Spreadsheets

    • Use spreadsheets to capture global workplace information like regions and buildings to avoid repetitive manual entry.
    • Existing spreadsheets must be adapted to match Workplace Core naming conventions and unique identifiers before import.
    • If you lack an existing spreadsheet, input global information in the application first, then export and add detailed space information before bulk importing.

    Floor Plan Integration

    • Upload Drawing eXchange Format (.dxf) files to add floor plans.
    • Coordinate with AutoCAD designers to ensure .dxf files use block references with human-readable tags, avoiding text objects for space labels.
    • Uploading floor plans creates floor records and auto-populates associated workspace records within the application.

    Configuring Workspace Types

    You can define various space types in the application, enabling employees to easily identify and reserve different spaces on mapped floor plans, enhancing workplace utilization and planning.

    Practical Benefits for ServiceNow Customers

    • Efficiently manage complex workplace location data with unique identifiers to avoid confusion and errors.
    • Save time by bulk importing large datasets while maintaining data integrity through standardized naming conventions.
    • Leverage floor plan uploads to visually manage and assign workspaces, improving employee experience.
    • Customize space types to reflect your organization's workplace structure and facilitate easy space identification and reservation.

    In the Workplace Core application, provide data related to your workplace locations so you can efficiently assign shifts to employees and designate workspaces for these shifts.

    Workspace Record

    The information available for each workspace record is:

    • Region
    • Site
    • Campus
    • Building
    • Floor
    • Area
    • Space

    Each designation should use a unique identifier. For example, if you are indicating the fourth floor in building 7, you would name the floor "7-4" rather than just "4".

    Entering data for several work sites

    If you have a large organization, you might want to consider using a spreadsheet to contain the more global record information such as regions, buildings, and sites so you can avoid having to manually input repeated information for each workspace record. You can either export the information you've already entered into the application into a spreadsheet or use that information in an existing workspace spreadsheet. You would then import the spreadsheet that contains the full workspace data into the application in bulk form.

    • If you have an existing spreadsheet, you would first manually convert the column headers and data of the global information to match the ServiceNow record names and identifier numbers. You would then do a bulk import of that data into the Workplace Core application so you can assign workspaces.

      For example, say your organization's spreadsheet uses the name "Location" for Sites or "Bldg 1" for every building 1 on every site. You would have to change the spreadsheet column header "Location" to "Sites" and change each "Bldg 1" to the unique identifier from the Workplace Core application records.

    • If you don't have an existing spreadsheet, you would enter the repeated global information that you don't want to have to input manually for each space. The data for each field should have a unique identifier. You would then export the information from the application into a spreadsheet where you would have to input only the space information manually.

    Floor plans

    The ServiceNow AI Platform supports Drawing eXchange Format (.dxf) files for floor plans. You can select the layers you need for end-user floorplans and configure the attributes (tags) you want assigned to fields. For information about how to export an AutoCAD .dwg file to a Drawing eXchange Format (.dxf) file, see the documentation for your version of AutoCAD.

    Prior to uploading a .dxf file, work with your AutoCAD designers to ensure the following:
    • The file uses block references and not single-line or multi-line text for space labels.
    • The blocks attributes have human-understandable tags.
    • The block references have attribute values appropriately set.
      Note:
      Using blocks is highly recommended. Do not use text objects.

    Uploading a floor plan creates a floor record. All the workspaces of the floor are automatically added to the Spaces related list of the floor record.